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Patients & Visitors

Patient Information

You are why we are here

Thank you for choosing Madison Regional Health System. We strive to provide you with a soothing, compassionate healing environment from the moment you arrive to the moment you leave. While in our care, you will meet many of our expert health care providers and support staff. They are all here to provide you with the best possible care. You will also have access to the latest technologies and treatments, and a multitude of resources dedicated to providing for your overall well-being.

If there is anything more we can do to make your stay more comfortable, please let us know.

What to Bring

When you are admitted, please bring identification as well as insurance information. You will have an identification band placed on your wrist that tells the hospital staff your name, hospital number and physician’s name. You should not remove this band during your stay.

  • Medical Insurance and photo ID and co-payment
  • A list of all medications you are currently taking including dose and frequency
  • Personal care items such as toiletries
  • Extra comfortable clothing
  • Personal comfort items such as a blanket or slippers

Please use extreme caution when bringing valuables such as electronics, jewelry, or cash. Madison Regional Health System will not be responsible for lost or stolen items.

Visitor Information

At Madison Regional Health System, we encourage the presence of supportive family and loved ones. We ask that you help us provide a sense of safety and security and create a quiet and restful environment for our patients.
Ultimately, each patient has control over his or her visiting preferences, but in the interest of doing what is best for the patient, we have instituted some guidelines we ask our guests to observe during visits.
The following guidelines take into consideration patient comfort and need for rest and support from family and friends:

  • Two visitors per patient generally are considered appropriate.
  • Be considerate of other patients by reminding visitors to keep noise to a minimum.
  • People with colds, sore throats or contagious diseases should not visit patients.
  • Visitors may be asked to leave the room during tests or treatments, or when the doctor or nurse needs to see the patient.
  • Please limit the use of cell phones in patient areas. Visitors are encouraged to use cell phones outside the building.
  • To protect and promote the health and wellness of our guests and associates, smoking is prohibited in all areas of Madison Regional Health System and campus grounds.

Visiting Hours


If you are visiting after regular business hours or on the weekend, please use the Emergency Department entrance only. In some areas like the Birthing Suites & Nursery and the Intensive Care Unit, visiting hours may vary. Contact the individual unit for specific information.
Should you need additional information or wish to contact a patient, we can be reached at (605) 256-6551.

Gift Shop

The Gift Shop at Madison Regional Health System is filled with thoughtful items for all ages that can help show your loved one just how much you care.

Located across the hall from the Sunflower Café, the Gift shop is open Monday through Friday from 11:00 am to 1:00 pm.

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Medical Records

We are happy to support you in obtaining healthcare information for purposes of continuing healthcare, billing, insurance, or administrative purposes. To request your healthcare information, please complete the Release of Information Authorization. Please complete the form as thoroughly as possible; missing information could delay your request.
You may mail, fax or email your request to us.
Email:
Fax:
Mail: Madison Regional Health System 323 SW 10th St. Madison, SD 57042
If you have questions about obtaining medical records for you or someone else, please call us at 605-256-6551.

Monday through Friday 7:30am to 5pm.
Phone: 605-256-6551 (ask for the Medical Records Department)
Main Fax: 605-256-6469
HIM Direct Fax: 605-256-8991

To request a hard copy of your medical records you need to sign a release of information form to obtain your records. Once this form is signed and returned to MRHS Medical Records Department, your records can be faxed, mailed, or hand given.

If you have access to the Patient Portal use the link below to login. If you would like to create a patient portal login please call (605)256-6551.

Click here to access the Patient Portal.

A release of information form expires after one year from the date it is signed.

Situations where a signed ROI is required: Situations where an ROI is not needed:
Patient requesting a copy of their records. Sending your records to another facility for continued care.
Picking records up for a spouse (the person who the records are for has to sign the ROI) Sending your records to your insurance company.
Sending records to an Employer (such as labs) Sending your records to your work compensation company.
Picking up records for children by parent/guardian on record Sending your records to a law office per patient request. – The law office has a release form specified to them for the patient to fill out.

The questions on the authorization form are numbered:

  • Line two on the form is where you will list the facility or individual that is to disclose the records.
  • Line three on the form is where you need to specify the type of records and the dates of service you are wanting to disclose.
  • Line five is where you will list the facility or individual of where the records are to be sent.
  • Please be sure to sign the bottom of the form.

Contact the Medical Records department and we will work with our immunization nurse to collect your request. An ROI is required for this request. If the child is under 18 years of age the parent/guardian must fill out and sign the ROI form. If the child is 18 years of age or older the child will need to fill out and sign the ROI form. If the parent is not on file then identification is required showing guardianship of that minor; such as: birth record, insurance documentation, or legal forms.

If a personal representative of a deceased patient has not been appointed, the following surviving family members, in the priority stated, have the right to copies of the patient’s medical record to the same extent as the patient would have the right to copies of the medical record while alive: An ROI form will be required before releasing records.

  • Spouse (if not legally separated at the time of the patient’s death)
  • An adult child
  • An adult sibling
  • A grandparent or an adult grandchild
  • An adult aunt or uncle, or an adult niece or nephew

We do not charge a patient when requesting records; although we are allowed to bill some insurance companies, law office, and work comp companies a fee per page upon request.

After a request is received, Madison Regional Health System has 30 days to get records out but our turnaround time is usually 1-3 days.

Yes, your doctor can request that your results be sent to you the patient. Your doctor can also request records be sent to a referring provider for continued care.

The person specified on the ROI. Please note, the person who the records are for has to sign the ROI.

A ROI is required for any child 18 years or older. The person who the records are for has to sign the ROI.

Patient Rights & Privacy

EMERGENCY DISCLOSURE

Madison Regional Health System is required by law to inform its patients that a physician is not on the premises at all times. However, the facility does insure that when there is no physician in the facility building, a physician is on-call and available to respond to emergencies 24 hours per day.

PATIENT RIGHTS
You have the right to COURTEOUS TREATMENT. We respect your right:

  • To be treated with respect and dignity regardless of race, religion, sex, age, financial status, or type of illness.
  • To know the name and role of each person caring for you.
  • To appropriate assessment and management of pain.

You have the right to PRIVACY.

You have the right to CONFIDENTIALITY.

You have the right to PARTICIPATE IN DECISIONS ABOUT YOUR CARE.

We respect your right:

  • To receive a full explanation of your disease, the risks and benefits of proposed treatment and alternatives.
  • To refuse a procedure or treatment.
  • To consult with a specialist at your expense.
  • The right to have information regarding advanced directives. Please feel free to contact our Discharge Planner at 256-6551 for questions.

Your OTHER RIGHTS include the right:

  • To get a copy of your medical record. You can ask to see or get a paper or electronic copy of your medical record and other health information we have about you. We will provide a copy or a summary to you usually within 30 days of your request.
  • To ask us to correct your medical record. You can ask us to correct health information that you think is incorrect or incomplete. We may deny your request, but we’ll tell you why in writing within 60 days. These requests need to be submitted in writing to the contact listed below.
  • To request confidential communications. You can ask us to contact you in a specific way (for example, home or office phone) or to send mail to a different address. Reasonable requests will be approved.
  • To ask us to limit what we use or share. You can ask us NOT to use or share certain health information for treatment, payment or our operations. We are not required to agree to your request, and we may say no if it would affect your care. If you pay for a service of health care item out-of-pocket in full, you can ask us not to share that information for the purpose of payment or our operations with your health insurer. We will approve the request unless a law requires us to share that information.
  • To get a list of those with whom we’ve shared information. You can ask for a list (accounting) of the times we’ve shared your health information for six years prior to the date you ask, who we shared it with and why. We will include all disclosures except for those about treatment, payment, and health care operations. We’ll provide one accounting a year for free but will charge a reasonable, cost-based fee if you ask for another one within 12 months.
  • To get a copy of this privacy notice. You can ask for a paper copy of this notice at any time.
  • To choose someone to act for you. If you have given someone medical power of attorney or if someone is your legal guardian, that person can exercise your rights and make choices about your health information. We will make sure the person has the authority and can act for you before we take any action.
  • To know of any continuing care required after discharge.
  • To receive a bill with itemized explanation for services delivered.
  • To not be transferred to another facility unless you have received an explanation of the need for transfer.
  • To express a complaint or concern about the quality care or violation. If you believe your privacy rights have been violated, you may send a written complaint to our privacy officer listed below. You can file a complaint with the U.S. Department of Health and Human Services Office for Civil Rights You can contact us for the address or visit www.hhs.gov/ocr/privacy/hipaacomplaints. We will not retaliate against you for filing a complaint.

Contact information: Madison Regional Health Privacy Officer 323 SW 10th Street, Madison, SD 57042 (605) 256-6551.

These rights also apply to minors or those incapable of exercising their own rights, with parents or legal guardians assuming responsibility. Certain rights may not apply to local, state, or federal prisoners who are patients. State or federal policies may take precedence over prisoners’ rights if there is a conflict.

PATIENT CHOICES
For certain health information, you can tell us your choices about what we share. If you are not able to tell us your preference, we may go ahead and share your information if we believe it is in your best interest or to lessen a serious and imminent threat to health and safety.

  • Family and Friends: We may share information with your family, close friends, or others involved in your care or who helps pay for your care. WE may disclose medical information about you to any entity assisting in a disaster relief effort so that your family can be notified about your condition, status and location. If you wish to authorize others (spouse, adult child, parents, care provider) to discuss your health information, please speak with an admissions representative to fill out the correct form.
  • Permission to treat a minor: As a parent or legal guardian, you may choose to authorize your minor child to be treated without you being present. Please fill out the correct form, and submit to an admissions representative or nursing staff member.
  • Fundraising and marketing: We will never share your information for marketing purposes or fundraising efforts without written permissions from you.

PATIENT RESPONSIBILITIES
You have a responsibility to RESPECT THE PRIVACY OF OTHERS:

  • To allow others privacy and maintain a quiet atmosphere.

You have a responsibility to make informed decisions:

  • To ask for the information you need when you do not understand the explanation of your medical problem, procedure, or treatment plan.
  • To gain as much information as you need to make your decision.
  • To fully understand any consent or document you are asked to sign
  • To inform staff immediately if you change your mind or refuse treatment.

You have OTHER RESPONSIBILITIES that may affect your care. These include:

  • To be honest in revealing your medial history.
  • To report unexpected changes in your status.
  • To know your medications by name and purpose.
  • To keep follow-up appointments.
  • To fulfill your financial responsibilities
  • To provide living will, DPOA documents and advanced directives to your health care provider.
  • To authorize family and friends if you wish us to share your information with them.
  • To authorize your minor child to be treated without you being present.

Madison Regional Health System (MRHS) is Medicare/Medicaid Certified.
Madison Regional Health System (MRHS) is a smoke free institution.
Madison Regional Health System (MRHS) website: www.madisonregionalhealth.org

MRHS CAFETERIA HOURS:

  • Breakfast         7:00 am – 10:00 am
  • Dinner             11:00 am – 2:00 pm
  • Supper             2:30 pm – 6:00 pm
  • Vending machines are located near the front and ER entrances for lunches 24 hours a day.


VISITING HOURS

General: Visitors are limited based on the patient’s condition and patient/family wishes.

OB: Husband, significant persons, grandparents, siblings – no restrictions.
Visitors are limited based on the patient’s condition and patient/family wishes.
CCU: Visitors are limited based on the discretion of the nurse.
Visits are limited to 5-10 minutes per hour at the discretion of the nurse.
Terminal Patients: Visitors are limited to patient condition and family wishes. No time restrictions.
Clergy: Clergy may visit you any time during your stay and are encouraged to do so.

OUR RESPONSIBILITIES

  • We are required by law to maintain the privacy and security of your protected health information.
  • We will let you know promptly if a breach occurs that may have compromised the privacy or security of your information.
  • We must follow the duties and privacy practices described in this notice and give you a copy of it.
  • We will not use or share your information other than as described here unless you tell us we can in writing. If you can tell us we can, you may change your mind at any time. Let us know in writing if you change your mind.

OUR USES AND DISCLOSURES
We may use and share your health information for other reasons for the following;

  • Treatment: We can use your health information and share it with other professionals who are treating you.  For example, your physician may disclose your health information to a specialist for the purpose of consultation.
  • Payment: We can use and share your health information to bill and get payment from health plans or other entities. For example, we send information about you to your health insurance plan so it will pay for your services.
  • Healthcare Operations: We can use and share your health information to run our practice, improve your care, and contact you when necessary. For example. We may use your medical information to review our treatment and services so we can evaluate how to improve our quality of care.
  • Health Information Exchanges: Madison Regional Health maintains an electronic medical record. In addition, we may choose to participate in electronic health information exchanges in order to facilitate access to health information by other health care providers who provide health care to you. For example, if you are admitted to the emergency room at another hospital that participated in the health information exchange, the exchange will allow us to make your health information available electronically to those who need to treat you.
  • Public Health: We can share health information about you for certain situations such as: preventing disease, helping with product recalls, reporting adverse reactions to medications, reporting suspected abuse, neglect or domestic violence, preventing or reducing a serious threat to anyone’s health or safety.
  • Research: We can use or share your information for health research.
  • Comply with law: We will share information about you if state or federal laws require it, including the Department of Health and Human Services if it wants to see that we’re complying with federal privacy law.
  • Organ and tissue donations: We can share health information about you with organ procurement organizations.
  • Coroners and medical examiners: We can share health information with a coroner, medical examiner or funeral director when an individual dies.
  • Workers’ compensation, law enforcement: We can use or share health information about you for workers’ compensation claims, for law enforcement purposes or with a law enforcement official, with health oversight agencies for activities authorized by law, for special government functions such as military, nation security, and presidential protective services.
  • Lawsuits and legal actions: We can share health information about you in response to a court or administrative order, or in response to a subpoena
  • Contacting you: We may contact you for appointment reminders. We may contact you to provide information about treatment alternatives or other health related benefits or Madison Regional Health services that may be of interest to you. We may contact you about fundraising activities, but you can tell us not to contact you again.

QUESTIONS:
Please let us know your questions or concerns. Our staff will explain and give you the information you need. It is a good idea to have a friend or family member with you, especially if they will be helping with your care. We encourage friends and family to take an active role in your care.

PROBLEMS OR CONCERNS:
If during your stay, you or your family encounter any problems or have concerns or complaints about your care or accommodations, we want to know of them. Please feel free to contact the Discharge Planner at extension 8743 or request to talk to the individual in charge of the department.

VALUABLES:
Please do not bring valuables with you to the facility. Leave rings, bracelets, necklaces, and other expensive jewelry at home. Do not keep large sums of cash in your room. If it is not practical for you to leave your valuables at home, you may deposit them in the business office safe when you are admitted. The facility does not assume responsibility for loss of valuable or personal items.

YOUR BILL:
In most cases, the Madison Regional Health System Business Office will send charges directly to your insurance company and you will receive a copy. If you have questions about your bill, call the MRHS Business Office at 605-256-6551.

CHANGES TO THIS NOTICE
We may change the terms of this notice, and the changes will apply to all information we have about you. The new notice will be available upon request, in our office, and on our website.

EFFECTIVE DATE
This Notice of Privacy Practices is effective January 9, 2022

Advance Care Planning

Making a plan now for the care you choose to receive if you are unable to express your decisions to your provider is important. You have the right to make all of your own healthcare decisions. You may wish to create a living will or name a power of attorney. A living will is a document that instructs providers on what medical interventions you would like. A power of attorney names an individual who will make healthcare decisions on your behalf.

Advanced care planning helps you:
Discuss with your provider what treatment options and interventions are available.
Make decisions for yourself based on your beliefs, values, and goals.
Communicate your decisions with people who need to know.
Designate an individual to make decisions on your behalf.

For more information, please visit: https://www.nia.nih.gov/health/advance-care-planning-health-care-directives

Social Media Disclaimer

Madison Regional Health System supports and encourages the use of social media. We invite you to interact with us in the world of social media. Be the first to know about upcoming events and interact with our followers. Keep up with the latest technology. Below are the terms and conditions of using Madison Regional Health System’s social media websites. The terms and conditions are subject to change without notice.

Keep in mind, your comments and postings are not private and can be seen by other people. We recommend that you not post anything you would not want everyone on the Internet to read. We caution you against posting any information that could make you vulnerable to financial or medical identity theft, such as your financial information or insurance number. In addition, for your privacy, we recommend that you not post your hospital room number or any other private information.
The opinions and comments posted by others on our various social media sites are not the opinions of Madison Regional Health System, its officers, employees, staff members, or its Board of Directors. We reserve the right to edit or delete posts if deemed necessary or offensive. Madison Regional Health System cannot provide patient-specific information in responses to posts made about patient status or treatment provided at our hospital or clinics due to federal privacy regulations (HIPAA).
The information posted to social media sites is not medical advice and should not be taken as medical advice. Please contact your family doctor or healthcare provider if you have any personal medical questions.

By posting information to one of the social media sites, you agree that you are responsible for your information. You agree to use the social media sites responsibly and will not use the sites to:

  • Post offensive comments
  • Use offensive language
  • Defame or personally attack another person
  • For illegal activities
  • To harass another person
  • To promote organizations or events not related to the content of the site
  • To release private information about a patient

Please contact us with any questions about Madison Regional Health System’s social media policy.

Insurance, Billing, & Payment Information

Pre-Authorization / Verification of Insurance

Health insurance companies may require you to contact them before your hospital stay so they can approve your stay in advance. Please read your insurance card to identify the appropriate telephone number to contact. Please bring any insurance cards, or medical coupons if covered by a state Medicaid program, with you on the day of admission. Co-pays and deductibles may be requested at the time of service.

Insurance Information

Madison Regional Health System is honored to serve you. We will work with your health insurance company to help provide you with the best possible care. We know that getting your insurance questions answered is important. While we can share which insurance plans we accept, we cannot answer what services are covered, if you are in or out of network, co-pay information, deductible information, or other details. Those details vary from plan to plan and can change. Only your insurance company can accurately provide those details.

We accept the following major insurances:
Wellmark Blue Cross Blue Shield
South Dakota Medicaid
Medicare A&B
Dakotacare
Sanford Health Plan
Avera Health Plan
UMR-NRECA

We also accept these major insurances but you may be considered “out of network” and we encourage you to contact your insurance provider for more details:
United Healthcare
Aetna
Medica
Cigna
Coventry
Humana
Health Partners
Preferred One
PrimeWest
Tricare

If you do not see your insurance provider, please call your insurance provider to verify coverage at our facility. 

Pay Your Bill

To pay over the phone, please call 605-256-6551.
To pay by mail, please send your payment to:
Madison Regional Health System
323 SW 10th St.
Madison, SD 57042

To pay your bill in person, please come to the lobby located by the front entrance and our staff will help you.

Billing & Payment Guidelines

Madison Regional Health System is committed to providing the best possible care for you and your family.
In addition to caring for your medical needs, we also want to help you understand your financial responsibility.
Please view our Billing & Payment Guidelines.

Price Estimates & Cost Calculator

Beginning Jan. 1, 2019, the U.S. Department of Health & Human Services and Centers for Medicare & Medicaid Services require hospitals and health systems to post their “current, standard charges.”

On this page, you can access the standard prices, or charges, for the Madison Regional Health System.

Please note: The prices listed are the amounts Madison Regional Health System would bill an insurer. The amounts are not representative of a patient’s expected out-of-pocket costs. Because each patient’s case is different based on specific medical conditions, the actual amount owed by a patient will depend on that patient’s insurance coverage.

The prices listed were in effect as of January 1, 2021.

Hospital charges are the amount that a hospital bills an insurer for a service. For most patients, hospitals are reimbursed at a level well below charges. Patients covered by commercial insurance have negotiated rates with hospitals. Patients covered by Medicare or Medicaid programs have hospital reimbursement rates determined by federal and state governments. Patients should talk with their insurance provider to understand which costs will be covered, and which will be the patient’s responsibility.

Hospital charges may also include bundled rates for procedures, personnel, services, and supplies. For example, room rates may include the space, equipment, nursing personnel, and supplies.

Madison Regional Health System has established a process to help patients find out what an anticipated visit or procedure would cost. For quick, clear answers to questions about billing, payments, insurance and more, call us at (605) 256-6551. Our business office hours are 8 a.m. – 5 p.m. Monday-Friday.

Disclaimer: The information provided is a comprehensive list of charges for each inpatient and outpatient service or item provided by MRHS, also known as a chargemaster. It is not a helpful tool for patients to comparison shop between hospitals or to estimate what health care services are going to cost you as a patient for out-of-pocket expenses.

Machine Readable File for Pricing Transparency

No Surprise Billing

When you get emergency care or are treated by an out-of-network provider at an in-network hospital or ambulatory surgical center, you are protected from surprise billing or balance billing.

What is “balance billing” (sometimes called “surprise billing”)? When you see a doctor or other health care provider, you may owe certain out-of-pocket costs, such as a copayment, coinsurance, and/or a deductible. You may have other costs, or have to pay the entire bill, if you see a provider or visit a health care facility that isn’t in your health plan’s network.

“Out-of-network” describes providers and facilities that haven’t signed a contract with your health plan. Out-of-network providers may be permitted to bill you for the difference between what your plan agreed to pay and the full amount charged for a service. This is called “balance billing.” This amount is likely more than in-network costs for the same service and might not count toward your annual out-of-pocket limit. “Surprise billing” is an unexpected balance bill. This can happen when you can’t control who is involved in your care—like when you have an emergency or when you schedule a visit at an in-network facility but are unexpectedly treated by an out-of-network provider.

For more information, please view our No Surprises Disclosure Notice.
No Surprises Disclosure Notice -Spanish

Financial Assistance

Madison Regional Health System offers a financial assistance program to those individuals that qualify and are unable to meet their financial obligations for emergent and medically necessary healthcare services.

Individuals needing assistance in filling out the application can talk to any Business Office Staff either in person or by calling 605-256-6551.

Applications will be reviewed and patients will receive notification of their eligibility in a letter.

All information in the application is completely confidential. For further questions, individuals can contact the Chief Financial Officer at 605-256-6551.

Steps to take:

  • Obtain Application
  • Complete Application
  • Gather Supporting Documentation
  • Submit Application with Supporting Documentation

Eligibility Criteria Examples:

  • Family Size
  • Income
  • Assets
  • Expenses

**Individuals qualifying for financial assistance will not be charged more than the amounts generally billed for emergent and medically necessary healthcare.